Administrative Assistant

Location: Montreal

We are seeking a highly organized, proactive and service-oriented Administrative Assistant to support members of our Montreal team and help ensure a positive, productive and well-functioning workplace environment in our Montreal office. This position requires a minimum of three days per week on-site.

This role is ideal for someone who thrives on taking ownership, solving problems and ensuring things run smoothly behind the scenes. The successful candidate will be a trusted partner to executives, coordinating schedules, meetings, travel and administrative activities while helping oversee the day-to-day functioning of the office, workplace experience initiatives and employee events.

Your Role
Executive Support

Effectively manage the calendars of assigned staff, ensuring schedules are current, conflict-free and aligned with business priorities.

Coordinate meetings, including scheduling, room bookings, catering, technology requirements and meeting logistics.

Manage day-to-day requests from supported executives, ensuring timely and professional execution.

Coordinate domestic and international travel arrangements, including itineraries, accommodations and related logistics.

Prepare and submit expense reports accurately and in a timely manner, in accordance with company policies.

Monitor executive priorities and bring urgent matters requiring attention to the forefront.

Assist with formatting presentations, reports and meeting materials to ensure a professional and consistent appearance.

Coordinate translation with support of internal and external resources.

Assist leaders and employees with bilingual communications, helping ensure consistency, professionalism and accuracy across both official languages.

Handle confidential and sensitive information with the highest level of discretion and professionalism.

Take ownership of administrative and operational issues, coordinating solutions and following through to resolution.

Workplace & Employee Experience Support

Help ensure the Montreal office remains a professional, welcoming and efficient workplace for employees and visitors.

Ensure office supplies, refreshments, snacks and other workplace needs are provided.

Support meeting room set-up, audio-visual requirements and catering arrangements.

Support workplace initiatives that enhance employee experience and foster a positive office culture.

Welcome visiting leaders and support their office experience while in Montreal.

Identify opportunities to improve workplace processes, services and employee experience.

Events & Office Activities

Coordinate team lunches, employee recognition activities, social gatherings and other office events.

Assist with the planning and execution of client receptions, executive visits and office functions.

Coordinate logistics for internal meetings, workshops and special events.

Help foster a positive and engaging office culture through the coordination of employee recognition activities, team lunches, office gatherings and other workplace initiatives.

Your Profile

Post-secondary education or equivalent combination of education and experience.

Proven success in an executive support, office coordination, administrative or business support role.

Experience supporting leaders in a professional services, financial services or corporate environment is considered an asset.

Experience coordinating events, workplace activities or office operations is considered an asset.

BILINGUAL COMMUNICATION:

Fully bilingual in English and French with exceptional verbal and written communication skills in both languages.

Comfortable interacting with employees, executives and visitors in both official languages.

ORGANIZATION & PRIORITIZATION:

Exceptional organizational skills with the ability to manage multiple competing priorities and changing demands while maintaining a high level of accuracy and attention to detail.

INITIATIVE & OWNERSHIP:

Takes ownership of responsibilities, proactively identifies issues and opportunities, and follows through to completion with minimal supervision.

Focuses on solutions and outcomes rather than simply managing tasks.

Demonstrates sound judgement and resourcefulness when faced with competing priorities or unexpected challenges.

CLIENT AND EMPLOYEE SERVICE:

A genuine desire to provide outstanding service and create positive experiences for executives, employees and visitors.

Professional, approachable and responsive in all interactions.

TEAMWORK:

Collaborates effectively with colleagues and enjoys working as part of a team.

Builds…